managing time and resources effectively

Community Managers, Property Managers and HOA Representatives have a lot on their plate when it comes to the general maintenance and upkeep of a commercial or residential property. One of the ways you can keep up with what’s going on in your property is to conduct regular walkthroughs of your facility. A good walkthrough gives you a fresh perspective to recognize things like: cosmetic and general appearance issues, safety violations, lighting, and mechanical systems. It is also a very good way to build a structure and timeframe around ongoing projects and to-do lists.

When considering cosmetic and general appearance issues, you want to think about how the property might have looked when it was first built. Was that wallpaper peeling in that corner? Was the fabric on that chair in the lobby frayed on the arms like it is now? Was that back door scuffed up from the delivery guy like it is now? These are all obvious examples, but a good walkthrough helps you to see some of the smaller things because it’s the details that customers, unit owners and future prospects notice when they first visit your building.

Safety is a big part of facilities maintenance these days, and we all want to be compliant with local, state, and federal laws concerning public safety. However, even without a lot of training there are actions you can take to keep your building compliant. Some active measures will be to make sure that: ADA (Americans With Disabilities Act) entrances and doors are working and in proper order, hallways are free from debris and storage, fire exits are well marked and signs are lit. You also want to know how your emergency systems work, and know what your emergency plan is. No one can know all of the codes and regulations, but common sense can many times keep your building safe.

Lighting plays a key part in many areas of facility operation, including cosmetics and general appearance, safety, as well as energy efficiency. Are all the areas of your building well lit? Do all the buttons on your elevator light up when you push them? Do you have equipment in place to save energy by automatically turning lights off when rooms are not in use? You might want to visit your site in the evening to see if entrances are well lit, or if trees or shrubs obscure lighting.

The mechanical systems in your building deserve attention from your walkthrough as well. Even though you might not be an expert plumber, electrician, or tradesperson, there are still things that you can train yourself to look for. Do you have a written maintenance program? Are mechanical rooms clean and well lit? Are utility closets clean, well lit and secure? What is the difference between your summer operations and winter operations (outside hose bibs, fountain pumps, etc.)? Knowing a little bit about how your building’s mechanical systems work will help circumvent problems in the future.

Finally, you want to have a format for your building walkthrough that provides: the date of the walkthrough, personnel present on the walkthrough, and a detailed list of action items that need to be addressed. You will want to record who is responsible to see that the particular item is addressed, and what your deadline is for determining when the action item will be addressed. Ongoing projects can be updated as you do the walk, and to-do lists should be updated and followed-up frequently. Regular walkthroughs will keep you updated and knowledgeable about the state of your building systems.

About Maintenance Mastery

johntindale has over 17 years in the Heating and Air Conditioning business and holds his Master HVAC license in Maryland and Virginia. He is an OSHA safety trainer, qualified technician, and designated Class A contractor in Virginia.

Maintenance Mastery is about providing facilities maintenance technicians with tools, tips and tricks to be more effective in the day-to-day activities of providing great service to their employers and clients.